DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

November 26, 2013 

MEMORANDUM FOR FINANCE PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Addendum to Approved Defense Logistics Management Standards (DLMS) 

Change 473B, DLMS Revisions to Add the Associated Purchase Order (PO) Number 

Supporting DLA Interface with The Exchange, Navy Exchange Services Command 

(NEXCOM), and Marine Corps Exchange (MCX) Non-Appropriated Funds (NAF) 

Activities, and Non-DOD Customers (Supply/Finance) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System and DLM 4000.25-1 , Military Standard Requisition and Issue Procedures 

(MILSTRIP) is authorized for phased and staggered implementation between DLA and its trading 

partners. The target date for full implementation is March 2014. DLA is required to provide actual 

implementation dates when known. 

Addressees may direct questions to Mr. Robert Hammond, 703-767-2117; DSN 427-2117 

email: financehg@dla.mil or Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-767-0676 or 

DSN 427-0676, email: ellen.hilert@dla.mil, Ms. Heidi Daverede, DOD MILSTRIP Alternate, 703-

767-5111; DSN 427-5111, e-mail: heidi.daverede@dla.mil Others may direct questions to their 

Service or Agency designated Supply or Finance PRC representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

SupplyPRC 

Director 

DLA Logistics Management 

Standards Office 
ADC 473B, Attachment

Page 1

Attachment to ADC 473B 

DLMS Revisions to Add the Associated Purchase Order (PO) Number 

Supporting DLA Interface with The Exchange, Navy Exchange 

Services Command (NEXCOM), and Marine Corps Exchange (MCX) 

Non-Appropriated Funds (NAF) Activities, and Non-DOD Customers

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Service/Agency: Defense Logistics Agency (DLA)

b. Functional POC: DLA Troop Support, Order Fulfillment Division, (215) 737-0414

2. FUNCTIONAL AREA: Supply (Requisitioning and Shipment) and Finance 

3. REFERENCES:

a. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP)

b. DLM 4000.25, Defense Logistics Management System

 c. Approved DLMS Change (ADC) 473A DLMS Revisions to Add the Associated 

Purchase Order (PO) Number (Supports DLA Interface with the Exchange, Navy Exchange 

Service Command (NEXCOM), and Marine Corps Exchange (MCX) Non-Appropriated Funds 

(NAF) Activities, and Non-DOD Customers) dated November 21, 2012

4. APPROVED CHANGE:

a. Brief overview: This change updates the DLMS 810L Logistics Bill to include the

PO number. It also corrects existing notes in the DLMS 810L Logistics Bill regarding PO 

numbers. The DLMS 812R, Logistics Bill Adjustment Request, and 812L, Logistics Bill 

Adjustment Request Reply, are updated accordingly. This proposal supplements ADC 473A 

(Reference 3.c.); it is not a replacement for the prior change. Significant changes from PDC 

473B are highlighted in green.

b. Background: ADC 473A (Reference 3.c.) documented updates to selected DLMS 

implementation conventions to add the PO number to support The Exchange (formerly known as 

the Army and Air Force Exchange Service) and authorized use of the PO number for The 

Exchange and NEXCOM, and allowed DLA to expand the usage if needed for the MCX and 

non-DOD customers without further DLMS proposed change coordination. Subsequent to ADC 

473A, DLA identified that the DLMS 810L Logistics Bill is used for non-Interfund billing for 

these customers vice a DLA unique 810 EDI transaction as originally stated in 473A. This 

proposed addendum is needed to clarify the billing procedures using the DLMS 810L.
ADC 473B, Attachment

Page 2

c. Procedures, transactions, data elements, processing details in use today: ADC 

473A is not fully implemented. Current processes between The Exchange and DLA do not 

integrate with order fulfillment, shipment tracking, and billing processes. At present, only one

DLMS transaction, the 511R Requisition, is used. The current Exchange version of that EDI

document is truncated to DOD standards through manual intervention in 265,000 procurement 

transactions annually at a cost estimated to exceed $580,000 per year. Supply chain processes 

between DLA and The Exchange not currently supported by EDI communications include

invoicing, shipment tracking, order inquiry, change orders, cancellation orders, due-in visibility, 

receiving, and non-conformance reporting. Materiel management in these processes is 

accomplished manually by email and telephone.

d. Approved change in detail:

(1) Add PO number to the DLMS 810L Logistics Bill. Full implementation of 

ADC 473A and this addendum will allow orders from The Exchange, NEXCOM, and those 

operating under 473A business procedures to include an internal PO number in the DLMS

requisition transaction, which will be perpetuated through shipping and billing functions and 

be displayed on the DD 1348-1A, Issue Release Receipt Document (IRRD), and DD Form 

1348-2, IRRD with Address Label.

(2) Add PO number to the 812R Logistics Bill Adjustment Request and DLMS 

812L Logistics Bill Adjustment Request Reply.

(3) Update DLMS notes to clarify the requirement for inclusion of the document 

number associated with the requisition or other initiating transaction on each line of billing 

included in the DLMS logistics bill. 

e. Procedures in addition to ADC 473A:

(1) DLA Enterprise Business System (EBS) will prepare an electronic bill using the 

DLMS 810L citing Transaction Type Code qualifier “CA” in 1/BIG07/020 to indicate nonInterfund billing. The transaction must identify the document number and may include the

associated customer’s internal PO Number, when available.
ADC 473B, Attachment

Page 3

(2) Required revisions to the DLMS 810L Logistics bill are shown below.

# Location DLMS 810L Logistics Bill Reason

1. DLMS 

Introductory 

Notes

Add Addendum to ADC 473B to DLMS Introductory Notes:

- Addendum to ADC 473B, DLMS Revisions to Add the Associated 

Purchase Order Number Supporting DLA Interface with The

Exchange, Navy Exchange Services Command (NEXCOM), and

Marine Corps Exchange (MCX) Non-Appropriated Funds (NAF)

Activities and Non-DoD Customers

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/IT1/010 Revise segment level DLMS Note 2:

1. Must use one or more iterations of the 2/IT1/010 loop to 

provide billing data for a specific item or line of billing. 

Allowances or charges identifiable to a specific item or line of 

billing will be included in that line's 2/SAC/180 loop. Invoice 

level allowances or charges; that is, allowances or charges not 

identifiable to a specific item or line of billing, will be included 

in the 3/SAC/040 loop.

2. Each line of billing (i.e., each 2/IT1/010 loop) must cite a 

unique transaction document number (2/REF01/120 Qualifier 

TN) for reference purposes. Use the requisition document 

number or purchase order number associated with the line of 

billing as the unique transaction number. For bills in response 

to requisitions, this must be the requisition document number.

3. Billing extended amounts for each billing line must be 

calculated (unit price times quantity).

Clarifies that the 

document number is

required for each line 

of billing. The 

purchase order number 

cannot be substituted 

for the document 

number.

3. 2/REF01/120 Add Qualifier AN with DLMS note:

AN Associated Purchase Orders

DLMS Note: Use to identify the customer’s internal

Purchase Order (PO) Number. The PO Number will crossreference to the requisition document number (one PO 

Number per document number). When submitted on the 

requisition, this value must be perpetuated to the associated 

billing transactions. Authorized for DLA interface with the 

Exchange, NEXCOM, MCX, and non-DoD customers as 

required. See Addendum to ADC 473B.

Meets requirement for 

a PO Number
ADC 473B, Attachment

Page 4

# Location DLMS 810L Logistics Bill Reason

4. 2/REF01/120 Revise DLMS note with existing Qualifier TN:

TN Transaction Reference Number

DLMS Note: Use to identify the requisition or purchase order 

document number associated with the line of billing as the unique 

transaction number. For bills in response to requisitions, this must 

be the requisition document number. See Addendum to ADC 473B.

Clarifies that the 

document number is 

required. The purchase 

order number cannot 

be substituted for the 

document number.

(3) Required revisions to the DLMS 812L Logistics Bill Adjustment Request Reply

are shown below.

# Location DLMS 812L Logistics Bill Adjustment 

Request Reply

Reason

1. DLMS 

Introductory 

Notes

Add Addendum to ADC 473B to DLMS Introductory Notes:

- Addendum to ADC 473B, DLMS Revisions to Add the Associated 

Purchase Order Number Supporting DLA Interface with The

Exchange, Navy Exchange Services Command (NEXCOM), and

Marine Corps Exchange (MCX) Non-Appropriated Funds (NAF)

Activities and Non-DoD Customers)

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/N901/200 Add Qualifier AN with DLMS note:

AN Associated Purchase Orders

DLMS Note: Use to identify the customer’s internal Purchase 

Order (PO) Number. The PO Number will cross-reference to the

requisition document number (one PO Number per document 

number). Perpetuate value if provided in adjustment request. 

Authorized for DLA interface with the Exchange, NEXCOM, 

MCX, and non-DoD customers as required. See Addendum to 

ADC 473B.

Provides future

requirement for a PO 

Number to be included in 

a bill adjustment reply.

3. 2/N901/200 Revise DLMS note with existing Qualifier TN:

TN Transaction Reference Number

DLMS Note: Use to identify the transaction document number 

associated with the billing adjustment request reply. For bills in 

response to requisitions, this must be the requisition document 

number. See Addendum to ADC 473B.

Clarifies that the 

document number is 

required. The purchase 

order number cannot be 

substituted for the 

document number.
ADC 473B, Attachment

Page 5

(4) Required revisions to the DLMS 812R Logistics Bill Adjustment Request are

shown below.

# Location DLMS 812R Logistics Bill Adjustment 

Request

Reason

1. DLMS 

Introductory 

Notes

Add Addendum to ADC 473B to DLMS Introductory Notes:

- Addendum to ADC 473B, DLMS Revisions to Add the Associated 

Purchase Order Number (Supports DLA Interface with the

Exchange, Navy Exchange Service Command (NEXCOM), and

Marine Corps Exchange (MCX) Non-Appropriated Funds (NAF)

Activities and Non-DoD Customers)

Identifies DLMS

Changes included in the

DLMS Supplement.

2. 2/N901/200 Add Qualifier AN with DLMS note:

AN Associated Purchase Orders

DLMS Note: Use to identify the customer’s internal Purchase 

Order (PO) Number. The PO Number will cross-reference to the

requisition document number (one PO Number per document 

number). When submitted, this value will be perpetuated to 

subsequent transactions. Authorized for DLA interface with the 

Exchange, NEXCOM, MCX, and non-DoD customers as required. 

See Addendum to ADC 473B.

Provides future

requirement for a PO 

Number to be included in 

a bill adjustment request

3. 2/N901/200 Revise DLMS note with existing Qualifier TN:

TN Transaction Reference Number

DLMS Note: Use to identify the transaction document number 

associated with the billing adjustment request. For bills in response 

to requisitions, this must be the requisition document number. See 

Addendum to ADC 473B.

Clarifies that the 

document number is 

required. The purchase 

order number cannot be 

substituted for the 

document number.

 f. Proposed transaction flow: The standard DLMS/MILSTRIP/MILSBILLS transaction

flows for supply/finance transactions apply to this process.

g. Revisions to DLM 4000.25 Manuals: None.

h. Alternatives: None identified.

i. Proposed DLMS Change 473B Staffing Response/Comment Resolution:

Originator Response/Comment Disposition

1. DLA Concurs. Noted.

2. Navy Concur as written. Noted.

3. Air force Concurs without comments. Noted.
ADC 473B, Attachment

Page 6

Originator Response/Comment Disposition

4. Marines Corps Concurs with PDC 473B as written. Noted.

5. REASON FOR CHANGE: This change will reduce customer costs to maintain their 

systems. It also allows DLA to receive payment in a more timely manner. It ensures that DLA 

customers will continue to requisition from DLA Troop Support, generating sales and revenue. 

Allowing for the additional use of these procedures by NEXCOM and DLA’s other customers is 

efficient and cost effective.

6. ADVANTAGES AND DISADVANTAGES:

 a. Advantages: This change increases sales and generates revenue for DLA. It also 

facilitates processing for DLA’s customers.

 b. Disadvantages: None noted.

7. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: The additional data field harmonizing The Exchange, NEXCOM, and DLA 

processes will be incorporated into transaction exchange data sets beginning with revisions to the

DLMS 511R. A reference number (the customer’s internal PO number) will be propagated to 

and from DLA order fulfillment. Invoices (DLMS 810L) and Shipment Status (DLMS 856S)

will follow and include the PO number. The Exchange and NEXCOM will reduce demands on 

DLA Troop Support tracking, allowing reconciliation through Exchange and NEXCOM 

resources. The Exchange and NEXCOM will adopt use of the DLMS 511M for requisition 

modification, and the DLMS 869F, for requisition follow-up over time. The customer’s internal

PO Number must be included in these two transactions because the source of supply is 

authorized to process the modification or follow-up as a new requisition when the document 

number is unmatched to an existing requisition. The customer’s internal PO Number is also 

added to the DLMS Logistics Bill Adjustment Request and Reply transactions to preserve the 

relationship between the document number and the PO should there be a future need for the 

Exchange, NEXCOM, or other customer to request a billing adjustment.

8. ADDITIONAL COMMENTS TO CONSIDER: DLA EBS will be responsible for 

providing shipment status for materiel shipped by commercial depots pending possible future 

negotiation and contract changes to require the commercial depot to prepare the DLMS 856S. 

Inclusion of the customer’s internal PO number on the receiving report prepared by commercial 

vendors is also requested and must be evaluated by DLA for future procurement actions.

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change is 

authorized for phased and staggered implementation between DLA and its trading partners. The 

target date for full implementation is March 2014. DLA is required to provide actual 

implementation dates when known.

10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: The majority of the cost savings will be

realized by The Exchange and NEXCOM. The projected savings are in excess of $580,000 per 

year for The Exchange alone. DLA, The Exchange, and NEXCOM will benefit by having a
ADC 473B, Attachment

Page 7

seamless, fully automated order and financial process.

11. IMPACT:

a. DLMS Data Elements: Add the PO number data field to the DLMS 810L, 812L and 

812R. PO number was previously added to DLMS 511R, 511M, 856S, 869F, and 940R and the 

IRRD.

b. Changes to DLMS Data Elements: The DLMS dictionary information was 

previously updated by ADC 473A to accommodate the customer’s internal PO number usage and 

field length.

c. Automated Information Systems:

(1) DLA EBS - populate the PO number on the DLMS 810L and 812L and accept 

input of the PO number on the DLMS 812R.

(2) The Exchange and NEXCOM – accept input of the PO number and document 

number on the DLMS 810L and 812L and populate the PO number and the document number 

on the 812R.

(3) Integrated Data Environment (IDE)/Global Transportation Network (GTN) 

Convergence (IGC) - Map update required. No special processing applicable.

(4) Other DLMS trading partners - no impact.

d. DLA Transaction Services: Map update required. The PO number from the 

requisition should be added to the Web Visual Logistics Information Processing System

(WEBVLIPS) extended data shown in WEBVLIPS.